Office 365 to Exchange 2019 Migration Step-by-Step Guide.pdf

Migrating from Office 365 to Exchange 2019 requires careful planning, execution, and the right set of tools to ensure data integrity and minimal downtime. This step-by-step guide walks you through the entire process, from preparing the source and destination environments to moving mailboxes, calendars, contacts, and public folders securely. It highlights potential challenges, such as handling large mailboxes, managing user access, and avoiding service interruptions, while also offering practical solutions to overcome them. You will learn both manual methods and how automated tools like EdbMails can simplify the migration with features such as incremental synchronization, advanced filtering, and secure AES 256-bit encryption. Whether you are an administrator handling a small business setup or managing a large enterprise environment, this guide helps you achieve a smooth transition from Office 365 to Exchange 2019 with confidence and efficiency.

1. EdbMails OFFICE 365 TO
EXCHANGE 2019
MIGRATION Step-by-Step Guide Let’s Swipe Right

2. WHY MIGRATE? On-premises control & compliance
Data sovereignty needs
Integration with legacy/ERP systems
Custom security & policies
Reduce recurring subscription costs
Meet industry-specific regulatory
requirements (HIPAA, GDPR, etc.)
Greater control over server performance &
storage
Avoid vendor lock-in with Microsoft 365
Maintain offline access for sensitive
environments
Custom backup and disaster recovery
strategies
Seamless coexistence with existing Exchange
infrastructure

3. EdbMails PRE-MIGRATION
CHECKLIST Before You Begin
Ensure both Office 365 and Exchange 2019
environments are ready.
Take inventory of users, domains, distribution
lists, and configurations.
Identify potential issues or roadblocks in
advance.

4. Step 1: Office 365 Requirements
Use a global admin account with mailbox (or
user account with full rights).
Verify network and bandwidth readiness for
migration.
Follow Microsoft best practices for migration
performance.
Assign admin permissions to migrate Public
Folders.
Enable archive mailboxes for In-Place Archive
migration.EdbMails

5. EdbMails Step 2: Exchange 2019
Preparation
Set up Active Directory domain and Exchange
2019 server.
Apply custom policies matching your Office
365 setup.
Review network, hardware, and OS
requirements for Exchange 2019.

6. EdbMails Step 3: System Prerequisites
Prepare Active Directory (AD) for Exchange
2019.
Complete Windows Server prerequisites for
mailbox and Edge servers.

7. Step 4: Exchange Server Setup
Prepare AD forest and domains for Exchange
2019.
Install Exchange server after meeting
prerequisites.
Configure send/receive connectors for mail
flow.
Add accepted domains and update email
address policies.
Configure internal and external URLs for client
access.
Install SSL certificates for secure services.
Verify installation using Get-ExchangeServer.EdbMails

8. EdbMails Step 5: Mailboxes & Public
Folders
Create mailboxes on Exchange 2019 and
assign licenses.
Create Public Folders and grant admin
permissions if needed.

9. Step 6: Admin Account
PermissionsEdbMails
Assign roles: ApplicationImpersonation, View-
Only Recipients, View-Only Configuration.
Verify the admin account has a valid, non-
hidden mailbox.

10. EdbMails Step 7: Throttling & Limits
Configure custom EWS throttling policies for
smooth migration.
Set appropriate message size limits on
Exchange 2019.

11. EdbMails OFFICE 365 TO EXCHANGE
MIGRATION: STEP-BY-STEP
GUIDE EDBMAILS
Step 1: Install EdbMails
Download and install EdbMails on Windows.
Launch the app, log in, and select Office 365
→ Live Exchange Migration.
Keep the default job name or create a new
one.

12. EdbMails Step 2: Connect to Source Office
365
Click Add New Connection or use an existing
one.
Choose the connection option and
authenticate via Microsoft login.
Load mailboxes automatically or with a CSV
file.

13. EdbMails Step 3: Select Source Mailboxes
View Office 365 mailboxes in the tree
structure.
Select the mailboxes to migrate and click
Next.

14. EdbMails Step 4: Connect to Target
Exchange 2019
Click Add New Connection or use an existing
one.
Enter server details, log in, and load target
mailboxes.
Supports migrating mailboxes, public folders,
and archives.

15. EdbMails Step 5: Map Mailboxes
Choose mailbox mapping options.
EdbMails automatically maps source and
target mailboxes.
Optionally, auto-create target mailboxes on
Exchange 2019.

16. EdbMails Step 6: Start Migration
Click Start Migration to begin.
Monitor progress in real-time and view reports.
Verify migrated data in the target Exchange 2019
server.

17. EdbMails POST-MIGRATION
TASKS
Update MX records to point mail flow to
Exchange.
Configure Autodiscover to let Outlook connect to
migrated mailboxes.
Step 1: Update MX Records

18. EdbMails Install the latest Outlook version for compatibility.
Configure Outlook profiles with new server
settings (address, username, password).
Test email flow to confirm sending and receiving
works.
Step 2: Create New Outlook profiles

19. EdbMails After verifying data, remove the unused Office
365 subscription.
Delete associated domains if no longer required.
Step 3: Remove old Office 365 plan

20. ⚡ Large mailbox throttling – use staged batches
⚡ Authentication failures – recheck admin roles
⚡ Free/busy sync issues – configure hybrid
calendar
⚡ Network bottlenecks – optimize bandwidth or
schedule off-peak migrations
⚡ Public folder migration errors – verify permissions
and hierarchy consistency
⚡ Mailbox size limits – increase target mailbox
quota before migration
⚡ DNS propagation delays – plan DNS updates in
advance
⚡ Outlook profile errors – recreate or repair profiles
after migration
⚡ Permission mismatches – reassign delegate and
folder permissions on Exchange
⚡ Duplicate items – enable deduplication settings
during migration
COMMON
CHALLENGES & FIXES

21. START YOUR
SMOOTH OFFICE
365 MIGRATION
TODAY EdbMails
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